Office Of Civil Rights Data Collection (OCR / CRDC) State Level Submission Project Status Update September 23, 2016 Terra Dominguez State OCR Coordinator terra.dominguez@dpi.nc.gov

September 23, 2016 CRDC Overview from the OCR / Partner Support New Collaboration Opportunity – Grads360 Communication and Documentation for NC Data Transmission LEA Responsibilities PowerSchool Functionality Originally Presented: 9/23/2016

Civil Rights Data Collection Overview Christy Foley CRDC Partner Support Center E-mail: crdc@aemcorp.com

Data Collection Data is disaggregated by race/ethnicity, sex, limited English proficiency (LEP) and disability (EC/IDEA) Originally Presented: 9/23/2016

Data Collection and Submission Years CRDC Collection Year CRDC Submission Year SY 2013-2014 SY 2014-2015 SY 2015-2016 SY 2016-2017 SY 2017-2018 SY 2018-2019 SY 2019-2020 SY 2020-2021 SY 2021-2022 SY 2022-2023 The data submitted is published and accessible to the nation the following year. Originally Presented: 9/23/2016

Submission Time-Frame Federal submission window generally opens in the fall LEAs have 75 business days to complete the collection Originally Presented: 9/23/2016

Want to know more about the CRDC? Reasoning History Data Use CRDC Structure https://crdc.grads360.org/services/PDCService.svc/GetPDCDocumentFile?fileId=18652 Originally Presented: 9/23/2016

New Collaborative Opportunity Molly Hash Applied Engineering Management Corporation (AEM) Email: molly.hash@aemcorp.com

https://crdc.grads360.org/#program NC Workgroup Members can: Start a discussion with other members Access latest NC specific documents Recorded webinars View a calendar of events https://crdc.grads360.org/#program Originally Presented: 9/23/2016

Available from CRDC Resource Center Originally Presented: 9/23/2016

Access Site is password protected Staff who provided contact information in EDDIE will receive a user name User name is first initial, full last name (tdominguez) Users can reset their own password Additional staff can request access Originally Presented: 9/23/2016

Usage Adhere to all FERPA and HIPAA guidelines when participating in this workgroup Responses to postings will be distributed to ALL North Carolina Workgroup members Optional

Communication and Documentation for NC Terra Dominguez State OCR Coordinator Terra.Dominguez@dpi.nc.gov

OCR Coordinators/Contacts Managed at the district level using EDDIE Office of Civil Rights Coordinator Student Information Coordinator Used for communications and account creation Submitted to Feds September 23, 2016 Update contacts in EDDIE if any change in staff Originally Presented: 9/23/2016

Notifications from State OCR Coordinator Included but not limited to: Webinar Events Documentation updates Updates to PowerSchool CRDC Preview reports Deadlines Originally Presented: 9/23/2016

Notifications from the OCR Contacts may also receive messages from the Federal CRDC Partner Support Center. Expect email from the following address: CRDC@aemcorp.com Originally Presented: 9/23/2016

Documentation and Webinars Launch point for documentation for SY 15-16 CRDC http://www.dpi.state.nc.us/data/management/ocr/webinars/

Documentation NC DPI web page includes: Link to Grads 360 CRDC Resource Center Federal CRDC Documentation NC CRDC Workgroup NC Specific Documentation Preparing for the CRDC * Draft published September 21, 2016 PowerSchool CRDC Data Dictionary CRDC Expenditure Business Rules Originally Presented: 9/23/2016

Terra Dominguez State OCR Coordinator Terra.Dominguez@dpi.nc.gov Data for the NC CRDC Terra Dominguez State OCR Coordinator Terra.Dominguez@dpi.nc.gov

Transmission of Data 99% of the data elements required for the OCR Federal submission are already collected by the NC DPI Majority of the data resides in PowerSchool Staff and Expenditure information are collected from the state level authoritative source systems The NC DPI will perform a one-time extract and upload the data available when the Federal submission window opens Originally Presented: 9/23/2016

Extract / Upload Schedule Federal submission dates are pending NC DPI will upload data in the following order: Expenditure Staff LEA – PowerSchool School – PowerSchool NC DPI will send prior notification Originally Presented: 9/23/2016

Data not Accessible to the NC DPI LEAs and Charter schools that use third party software for data specific to the CRDC collection that are not integrated into the PowerSchool instance are responsible for adding that data to the Federal Submission Portal after the DPI upload * Examples: Athletic Eligibility data, Incident data and Section 504 data *If data is loaded prior to the DPI upload, it will be overwritten NC DPI does not have the ability to collect Teacher Absenteeism LEAs and Charters may add this data to the Federal Submission Portal at will Originally Presented: 9/23/2016

Data Not in PowerSchool Uploaded directly to Federal Submission Portal: Expenditure Expenditure Object Codes used are published FTE Reference information pending Staff Certification Originally Presented: 9/23/2016

Data Imported to PowerSchool Only visible on PowerSchool CRDC Preview reports: EC Indicator From December 2015 EC Head Count Imported into PowerSchool September 2016 Maintenance Weekend AP Exam Scores From College Board 15-16 finalized September 2016 Pending import to PowerSchool October 2016 Maintenance Weekend Originally Presented: 9/23/2016

EDDIE Data Synced to PowerSchool School Characteristics data are sent to PowerSchool on a nightly basis. These data answer question 4 of the CRDC school form: Special Education School? Magnet School? Charter School? Alternative School? If data are inaccurate when reviewing PowerSchool CRDC Preview Reports, correct EDDIE and wait 24 hours. Pending October 2016 Maintenance Weekend Originally Presented: 9/23/2016

PowerSchool CRDC Preview report Fixes Pending October 2016 Maintenance Weekend Incident Data Currently, if a student transferred within the year and was suspended at school A, suspensions are counted at school A and school B Originally Presented: 9/23/2016

LEA/Charter Responsibilities Terra Dominguez State OCR Coordinator Terra.Dominguez@dpi.nc.gov Originally Presented: 9/23/2016

LEA / Charter Responsibilities Download Federal OCR documentation Identify staff to facilitate the collection Ensure staff have appropriate tools/access Examples: PowerSchool, Federal Submission Portal Update PowerSchool for the CRDC Originally Presented: 9/23/2016

LEA / Charter Responsibilities Generate PowerSchool CRDC Preview reports Validate data in the Federal Submission Portal Pay particular attention to data not reviewable from the PowerSchool CRDC Preview reports Update Federal Submission Portal Certify data in the Federal Submission Portal Originally Presented: 9/23/2016

Preparing PowerSchool Download the ‘Preparing for the CRDC’ document Update the LEA and School level CRDC screens Originally Presented: 9/23/2016

PowerSchool CRDC Screens At the LEA level, all coordinator contact information is required At the school level: Identify PowerSchool schools that should not be part of the collection Example: Lottery/Assignment schools Identify ‘non-LEA Facilities’ Consider PowerSchool schools where students are receiving services but are not sitting in a public school Examples: CECAS, Migrant, LEP, PK centers Originally Presented: 9/23/2016

PowerSchool CRDC Preview Reports Updates to the report are pending Communicate any concerns to the Home Base Support Center Do not contain Errors or Warnings. Data must be reviewed Originally Presented: 9/23/2016

PowerSchool CRDC Preview Reports… At the LEA level are required At the School level contain views to drill to student and course section data Must be re-run with each update or correction relevant to the CRDC LEA and School level reports are independent Originally Presented: 9/23/2016

Questions?

(855) 255-6901 or crdc@aemcorp.com Support Issue / Concern Contact Contact Info Data not loaded for school Questions about data HBSC Support Center (919) 807-4357 or https://nc-myit.us.onbmc.com No access to Federal Portal Incorrect permissions for account School does not exist in the Federal Portal CRDC Partner Support (855) 255-6901 or crdc@aemcorp.com Originally Presented: 9/23/2016